Section Secretary (Secretary Senior)
Company: Washington State
Posted on: November 17, 2019
DescriptionKeeping Washington Clean and EvergreenProtecting
Washington State's environment for current and future generations
is what we do every day at Ecology. We are a culture that is
invested in making a difference. If you want to join a team that is
highly effective, collaborative, has leadership that embraces the
value of people, and believes in the fun factor, Ecology is a good
fit.The Water Resources (WR) environmental program, within the
Department of Ecology is looking to fill a* Section Secretary
(Secretary Senior)* position supporting our Streamflow Restoration
and Policy Development and Operations Sections. This position is
located at our Headquarters Building in Lacey, Washington.The
Section Secretary position operates in an independent manner with
minimum supervision and is expected to provide complex secretarial
and administrative support to the Streamflow Restoration Section
and the Policy Development and Operations Section in the Water
Resources Program. This position works as part of a team of support
staff and will on an as needed basis provide support to other
sections, managers and projects.We are looking for applicants who
possess excellent people skills, the ability to quickly assess a
situation and make a decision and the ability to communicate with a
diverse audience, and handle occasional heavy workloads with strict
deadlines.As an agency, our mission is to protect, preserve and
enhance Washington's environment for current and future
generations. We invest in our employees to create and sustain a
working environment that encourages creative leadership, effective
resource management, teamwork, professionalism and
accountability.To learn more about The Department of Ecology,
please visit our website at www.ecology.wa.gov and follow, like or
visit us on LinkedIn, Twitter, Facebook, Instagram or our
blog.Local efforts... Diverse people... Statewide impactsDutiesThe
mission of the Water Resources program is to manage water resources
to meet the needs of people and the natural environment, in
partnership with Washington communities.The* Section Secretary
*position is responsible for:Performs complex secretarial duties
and administrative support for the Water Resources Program
Streamflow Restoration Section and the Policy Development and
Operations Section.Duties include:
- Schedules meetings and reserves conference rooms, arranges
conference call and video conference logistics, arranges travel for
section staff, and maintains records for travel itineraries.
Schedules legislative meetings and interacts with some legislative
- Updates and maintains section manager's calendars. Reviews
section manager's calendar daily, accepts new meetings scheduled
and identifies/corrects any conflicts in meetings. Answers section
manager's telephones and routes calls elsewhere if appropriate,
takes messages or transfers calls to section manager's
- Maintains records of incoming and outgoing correspondence and
- Provides administrative support and initiates clerical
functions to facilitate current assignments and projects of a
- Prepares final copies of letters, memoranda, and other
correspondence, meeting notes, etc.
- Prepares correspondence for signature by the section managers
or program manager or executive management. Independently
coordinates and prioritizes own workload.
- Establishes deadlines for submittal of materials and other
essential procedures necessary for coordination of office
- Takes initiative to improve efficiency of the office and it
operation through improved office procedures. Maintains electronic
files. Relays instructions from supervisor to staff in area and
monitor for completion.
- Assists section staff with word processing tasks, using
spreadsheets and database software to develop and maintain records,
prepares reports, develops PowerPoint presentations, and display
materials using graphics software.
- Provides organizational and logistical support for a variety of
public involvement and outreach activities including but not
limited to rule-making, and planning public meetings.
- There may be some occasional travel.Records management and
assistance with administrative processes and procedures.Duties
- Creates, drafts and/or prepares a variety of documents such as
memos, letters, and reports.
- Prepares section correspondence and reports including
formatting, proofreading, making corrections for sentence
structure, spelling, grammar, and punctuation-all in accordance
with agency standards.
- Assists staff with travel arrangements and reimbursements.
- Assists staff with e-mail and word processing problems.
Develops complex tables and charts for inputting information using
spreadsheet format. Proofreads and performs plain talk reviews of
- Organizes and maintains mailing lists, assists in preparation
and mailing of mass information materials and correspondence.
- Sets up, maintains, and organizes section files for records and
correspondence. Manages the resource mailbox emails and
- Helps maintain Streamflow Restoration SharePoint.
- Reviews documents and makes necessary edits to comply with
accessibility to post on SharePoint and in EZ View.
- Maintains and updates the Streamflow Restoration section and EZ
View on SharePoint.Customer support and coverage.Duties include:
- Serves as backup coverage for WR reception desk.
- Responds to inquiries regarding the program and coordinates
- Receives and refers visitors.
- May occasionally assist staff enter hours into eTime.
- Works with WR staff to obtain necessary information.This
recruitment will remain open until filled. The initial screening
will be November 7, 2019. In order to be considered for the initial
screening, please submit an application on or before November 6,
2019. The agency reserves the right to make an appointment any time
after the initial screening date.Please do NOT include your salary
history. Wage/salary depends on qualifications or rules of
promotion, if applicable.QualificationsRequired Qualifications:A
High school diploma or equivalentANDTwo (2) years increasingly
responsible office experience requiring knowledge of Microsoft
Office Applications.Desired Qualifications:
- Proficiency with MS Word, Excel, and Outlook.
- At least two (2) years of experience organizing and managing
hard copies and electronic files.
- At least two (2) years of experience formatting and
proofreading documents (e.g. letters, reports, and correspondence)
to meet agency (or Gregg Reference Manual) standards.
- At least two (2) years of experience performing customer
service duties that includes answering phones and resolving
questions from the public over the phone and email.
- Strong editing and proofreading skills.
- Performing duties which require skill in answering phones,
emails, and using a computer as a major tool for performing tasks
such as scheduling appointments, using electronic calendars,
creating documents using word processing software, entering data
into a databases, using the internet for basic searches, entering
data into spreadsheets, or using desktop publishing software to
create documents.Special Requirements/Conditions of Employment:
- Must have a valid driver's license to be able to drive state
vehicles.Why work for Ecology?Joining Ecology means becoming a part
of a team committed to protecting and restoring Washington State's
environment.A career in public service allows you to help solve
some of the most challenging problems facing our state, while
keeping the health and financial security of you and your family a
priority. We combine one of the most competitive benefits packages
in the nation with a strong commitment to work/life balance.Ecology
employees may be eligible for the following:Medical/Dental/Vision
for employee & dependent(s), Public Employees Retirement System
(PERS), Vacation, Sick, and other Leave, 11 Paid Holidays per year,
Public Service Loan Forgiveness, Tuition Waiver, Long Term
Disability & Life Insurance, Deferred Compensation Programs,
Dependent Care Assistance Program (DCAP), Flexible Spending
Arrangement (FSA), Employee Assistance Program, Commute Trip
Reduction Incentives, Combined Fund Drive, SmartHealthStudent debt
and how working for Ecology can helpEmployees may be eligible for
the Public Service Loan Forgiveness (PSLF) Program, which forgives
the remaining balance on your Direct Loans after you have made 120
qualifying monthly payments under a qualifying repayment plan while
working full-time for a qualifying employer. See
for more details.*See the Benefits tab in this announcement for
more informationSupplemental InformationApplication
InstructionsPlease complete the applicant profile when applying for
this position.The following documents MUST be attached to your
- A cover letter describing how your experience, skills and
abilities meet the required qualifications of this position.
- A resume outlining your professional experience.Please do NOT
include your salary history. Wage/salary depends on qualifications
or rules of promotion, if applicable.Please read the supplemental
questions carefully and answer completely. Incomplete responses,
including "please see resume" may disqualify you from further
consideration.Department of Ecology employees, please make sure to
answer the agency-wide questions regarding permanent status as a
classified employee within the Washington General Service or
Washington Management Service. Do not forget to select Department
of Ecology as a response to question 2, and type your personnel ID
number for question 3. If you are not sure of your status or do not
know your personnel ID number, please contact Human Resources.If
you are reading this announcement in print format, please visit
www.careers.wa.gov to access the online recruitment system. Click
on "Look for Jobs" and select Dept. of Ecology under the
"Department" search list. Click "Apply Search."Other InformationIf
you need assistance applying for this job, please e-mail
email@example.com. Please do not send an email to this address to
follow-up the status of your application. You can view the latest
status of your application on your profile's main page.If you have
specific questions about the position, please email Terrie Fields
at: firstname.lastname@example.org. Please do not contact Terrie to inquire
about the status of your application.The act of submitting
application materials electronically is considered affirmation that
the information is complete and truthful. The state may verify this
information and any untruthful or misleading answers are cause for
rejection of your application or dismissal if employed.This
position is included in the Washington Federation of State
Employees (WFSE) union bargaining unit for the Department of
Ecology.The Washington State Department of Ecology is an equal
opportunity employer. We strive to create a working environment
that includes and respects cultural, racial, ethnic, sexual
orientation and gender identity diversity. Women, racial and ethnic
minorities, persons of disability, persons over 40 years of age,
veterans or people with military status, and people of all sexual
orientations and gender identities are encouraged to apply. Persons
needing accommodation in the application/testing process or this
job announcement in an alternative format may call (360) 407-6186.
Applicants who are deaf or hard of hearing may call the Washington
Relay Service by dialing 7-1-1 or 1-800-833-6388.Salary: $32,604.00
- $42,132.00 AnnuallyLocation: Thurston County Lacey, WAJob Type:
Full Time - PermanentDepartment: Dept. of EcologyJob Number:
2019-WR4545-10768Closing: ContinuousAgency: State of
WashingtonAddress: View Job Posting for Agency Information View Job
Posting for Location, Washington, 98504Phone: View Posting for
Agency ContactWebsite: http://www.careers.wa.gov
Keywords: Washington State, Lacey , Section Secretary (Secretary Senior), Administration, Clerical , Lacey, Washington
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